Camporee Resources
By Scouterdoug
Putting a high quality youth run Camporee together is difficult. The purpose of this site to help Scouting Organizations develop their own Youth Run Camporee. The Challenge Trophy Camporee or CTC is the basis for the material at this site. The purpose of this section is to give you a heads up on the resources needed to get you on your way. Not all of the material is located on this page, but it will be available on another page at this web site.
Team Work Principle # 4 “Wise Use of Resources”
CAMPOREE RESOURCES.
Wise Use of Resources is one of the 7 team work principles at this web site. All team work principles as they apply are shown in red below. The principles do work if properly utilized – as wise use of resources.
TIME
Time stops for no one and to put together a high quality youth run camporee, you must start nearly one year in advance. Do not procrastinate or stress in the committee will be elevated as time marches forward. Do the required work well in advance to be prepared, as the scouting motto says. Note that the second year will be much easier!
MONEY
This one resource will cause all kinds of tension between volunteer organizers and the scouting professionals. What volunteers have trouble understanding is that Scouting is a business. Although it is a non-profit organization, there are overhead charges that cover a portion of the office expense and salaries. The professionals need to ensure that a percentage of money is "surplus" at the end, to cover council costs. The volunteers and professional in charge need to work together to ensure council gets the specified agreed upon allotment (say 15%). Occasionally the target aimed for to ensure the 15% minimum surplus is achievable, is something like 20% (Example target). The difference between the target number and the minimum gets larger when there is little confidence in the success of the Camporee on behalf of the key players. After the Camporee, should the $$$ surplus be much greater than the budgeted maximum, say 10% greater than the target % or more, a contingency plan should be in place to spend the surplus Camporee cash after the final money accounted for. The plan may involve surplus spent on improvements to the Scout property Camp that would benefit Camporee attendees. For example, gravel for the parking lot, improved water supply system, event equipment for next year, or repairs to event equipment after the Camporee, etc. To avoid any major issues, etc. It is strongly recommended that both parties agree on the acceptable amount of the remainder upfront, then with integrity and honesty spend the money in a manner that the financial sub-goal / group have allotted.
Why does the money cause so much tension? It is difficult to spend money ahead of time in hopes of making it back at a camporee months later. Do you have a contingency plan to spend extra (or surplus) cash? Does the camporee have a history showing past budgets and cash flow? These suggestions may help work out these details and keep everyone happy.
At the Challenge Trophy Camporee (as an example) we now request payment a couple of weeks preceding the camporee. Troop who wait until the Camporee to pay the fee, are required to pay a slightly higher fee per person.
In addition, all service bills are due after the camporee, including the patches that were delivered weeks before the camporee. This helps maintain a positive cash flow.
Do what you can do to be accurate with the money issues and work together (volunteers & professional) to ensure the kids get their money's worth. Work together to ensure this shared resource is distributed fairly and wisely.
Lastly, work out the money issue in the very beginning to reduce stress later. Put together a budget in the first month. I.e. 10 to 12 months preceding the Camporee. Note that the budget is not cast in stone and can be changed down the road is needed as long as the parties agree.
A wise old Scouter once told me that if you are not spending at least 40 to 50% on the program (events, patches given out, plaques, etc.) you are ripping the kids off! I never forgot that comment. This is good advice for all! How much at the Challenge Trophy goes towards the program? Check out the budget example below.
BUDGETS:
I have attached a CTC budget below to be used as an example. It is designed to trace target expenses for increasing numbers of attendees as they register. My basic rule of thumb is to adjust to 80% attendance based on the pre-registered number as 100%. I.e. if 500 register, count on 400 showing up. As the Camporee draws near, the actual number will be known when troops pay the early bird fee. Our particular council has a 15% administrative fee. We usually end up at a target 20% remainder.
So what happens to those who pre-pay in advance, but are unable to show up at the Camporee? At the CTC we give them patches, camporee caps, etc. that equals or exceeds the fee they paid. We do not refund the money, but we give them their money's worth of souvenirs.
While the budget looks good on paper, the ‘remainder’ will grow quickly if the funds are not released in the end. This will again cause stress between the Professional and the Volunteer committee. What the professional needs to understand is that the Camporee is an annual event and they must look beyond this year to provide a high quality program that will have returning clients, the troops who will be paying good money year after year! It is better to plan long term.
By the way, do not call the remainder profit, surplus or possibly not even remainder. See your council office for the proper definition. Being a non-profit organization, wording must be politically correct.
Click on the EXAMPLE below…..
CTC Budget - Example
DONATIONS:
Before you run out to get donations, check with council office to ensure you are not approaching one of their regular sponsors. This will ensure you do not have a conflict. The key is to find someone (person, company, organization) that does not currently donate to scouting then ask them if they would like to donate materials or cash to the Camporee. I have found it is easier to have the use of equipment donated, or have them purchase something for the Camporee. In that way, the sponsor knows exactly where their money is going. Examples of items we have had donated in the past are as follows,
Donation of caps
Donation of subcamp patches. Sponsor picks which one to buy.
Donation of other patches (subcamp, program, etc). Again, sponsor picks which patch they would like to buy and donate.
Donation of first aid supplies
Donation of materials to make events
Donation of craft supplies, or purchased out right and donated.
Donation of cash.
Donation of food.
Donation of services (like first aid, police, etc.)
Donated use of gas powered light towers (ones used in construction on highways). We only pay for the gas.
Donation of the use of event equipment, like radio operators, etc.
LEADER – Volunteer in Charge
Team Work Principle #1, Leadership
The leader is usually selected by a council professional. There may be several experienced volunteers to choose from, but the sub goal is to find one that will follow the 7 team work principles and the 9 leadership keys (see training page for examples) to coordinate a Youth run Camporee. Previous experience on staff at a Camporee is an asset but not necessary. Should your district be planning a youth run camporee for the first time, planning should start one year in advance.
Team Work Principle #4, Wise Use of Resources. Picking the right person for the job is very important.
CAMPOREE COMMITTEE MEMBERS (Adults):
The Volunteer in Charge needs to pick the right people to be on the Committee. They need to believe the “youth” can actually be trained to run the Camporee Program. Some of the team may be hand selected by the professional in charge. The leader must interview the potential team members but select only those who will work towards to common goal of a youth run Camporee. The volunteer committee usually never gets to select the Professional in Charge. I personally have been heavily involved with 8 Camporees in the past (as of Mar 2004) and have worked with 7 different Scouting Professionals during that time. I.e. Be prepared to sell the program to new people.
Always refer to the Goal - Team Work Principle #2, Coordinate a Youth Run Camporee.
Obstacles the leader may have to overcome to achieve that goal may include the following examples,
1) People who do not believe Youth Run Camporees will work, usually believe they personally will save the day when the plan fails by taking over. If you believe they cannot or will not change their opinion of a youth run Camporee, avoid placing these people on the committee if you can. They can be instrumental in ensuring failure to prove their point.
Team Work Principle #5, United and Enthusiastic Effort.
2) Adults (Professionals and Volunteers) who have their own agendas or programs and will fight for their special interests. This may include one or more districts fighting for control. The Leader must be strong to help facilitate disagreements.
Team Work Principle: Control of the Ego. #7, Common Goal #2, United Effort #5.
3) Some people will simply not like anything that the group is doing. Others can be overwhelmed by the scope of what you are about to do. This particular one happened to me once. The adults just did not believe in the entire Camporee structure and wanted to scrap the entire program. The problem was it had been successful during the past 3 Camporees and they still refused to support it. They have a right to their opinion but because of their convictions elsewhere, they may not be suitable for this particular role on the Volunteer Committee. It is nothing personal.
4) District politics and / or council politics.
Team Work Principle #2, Common Goal
5) A downright fight for control of the leadership role. The quest for power and credit! Note that at a Youth Run Camporee the youth should get the credit, not the adults.
Team Work Principle: #1, Leadership, #2 Common Goal, Control of the Ego #7
6) Disagreement in the money allotted to each item as per the budget. This includes money not released by the professional in charge in a timely manner. There is occasionally pressure on the professional from the council office to spend a little as needed. Should this occur, volunteers must not take their frustration out on the messenger.
Team Work Principle # 4, Wise Use of Resources
7) CONFLICT Training and Rules: Go to “Things to know and Understand” page of this website for some strategies to try should conflict arise. Do not be scared off over a few conflicts. They are necessary and when focused properly they can greatly benefit the program for the youth.
Working with people with different personalities and skills is not always easy. The right leader of the group can ease tension through proper use of leadership skills. As for the Camporee committee, you need a team that will work together as per the 7 team work principles. It is important for the youth and needs to be done the best it can be. Try to train everyone on the committee with leadership skills and teamwork to make the next several months rewarding. It is time consuming but may be worth the effort. Refer to the training section of this web site. There is plenty of resource material available.
The purpose of the Committee is to do all the up front work in advance to allow the youth to show up at the camporee trained in their roles to run the Camporee program.
Team Work Principle: # 3 Clearly Defined Roles, #1 Leadership, Adults – #7 Suppression or Control of the Ego.
Key adult roles include,
a) Volunteer in Charge – Leader
b) Alternate Leader (could be in combination of a role listed below)
c) 1st Aid &/or Health and Safety Coordinator(s)
d) Parking & Traffic Coordinator
e) Program Coordinators
f) Quartermaster
g) Treasurer
h) Registrar / Trading Post Coordinator
i) Public Relations – Camporee Promotion.
j) Senior Youth (Youth may be hard to find at first)
k) Extra team members / helpers
l) Mediator / Counselor (if needed)
I do not personally believe is giving adults fancy titles like Chiefs, etc. The role of the adult is to provide service for the youth who in turn run the Camporee Program. Ironically, adults have turned down the opportunity to be on the committee because we did not provide enough recognition and power to feed their egos. They wanted the youth roles. At a youth run camporee, the adults are there to provide support, not to run the show. The boy scouts are to run the show and receive the credit for doing so.
Team Work Principle: #7 Control of the Ego
PROFESSIONALS: Note that the Professional assigned to the Camporee is not an official member of the Volunteer Committee and is considered as an advisor. They are not there to have the committee of volunteers work for them. It is actually the other way around. Depending on your council and / or the individual personalities involved, the professional may desire a more active role. Try to avoid power struggles but note that the most important item is Team Work Principle # 2, Common Goal of a Youth Run Camporee. That battle is worth fighting.
Also, remember that Scouting is officially a non profit organization. I personally do not believe Camporee should be used as a fund raiser, but that is only my opinion, and opinions vary. It is strongly suggested that the professionals and the Volunteer Committee discuss the money issue in the very beginning or risk conflict down the road. This is good advice. I hope you are writing this point down!
Team Work Principle #7, Control of the Ego
COMMITTEE MEETINGS AND MINUTES:
For the Camporee I chair, the committee met once per month for ~10 months preceding the Camporee. Everyone had an adult role to do and worked in subgroups, as described above. In between the monthly meeting, the leader followed up to ensure the items were on track for each area of responsibility.
Prior to the meeting, an agenda was sent to all members. The agenda clearly described the items to be discussed. I.e. some home works was required. The monthly meetings were chaired by the volunteer in charge. At each meeting, the person in charge of a particular item presented a status report to the group for discussion. The reports must be timely and relevant.
Team Work Principle #6, Effective Communication
Each meeting lasted 90 minutes and we never went past the time limit. To do this the leader needs to follow the team building principles and keep the meeting on track. Click below for an example of the minutes from a Challenge trophy Camporee Meeting.
Example of a Camporee Committee Meeting
It will be difficult to find youth to attend the planning meetings. Should some volunteer, great! Do not waste a lot of time trying to talk them into it. The planning can be extremely boring to them and the adults’ role is to plan the overall Camporee, then ‘get out of the way’ to allow the youths to run it. When you go over the Questions list below, you will see what I mean by boring to young scouts.
At the meeting just before the Challenge Trophy Camporee a handout was distributed that described what the Volunteer Committee was about to deliver for the scouts.
Team Work Principle # 5: United and Enthusiastic Effort
Team Development Article (page 1) and Enthusiastic Literature Handout (page 2)
CAMPOREE SITE:
You will need to pick a site for the camporee that meets current needs and has room for potential growth. It can be an established Scout Camp, a local county park, or even an empty field.
Questions needing answers,
a) Are toilet facilities present in sufficient number and available? If not you need to order port a johns.
b) How much camp site space is available?
c) How much event space is available? The more events, the larger the space requirement
d) Is the campsite space close to the parking lot(s)
e) Is the parking lot big enough? For example, if you have a large field for both parking and camping, 40% of that space is needed for parking.
f) Is the parking lot paved, gravel, grass or other?
g) Are the parking spots marked? (line paint)
h) Are there shelters, building, etc available? (1st Aid, registration, emergency shelters)
i) Does the site have a good supply of potable water? If no, you must supply tanks of drinking water.
j) Does the site have paid professional at the location? This includes County Parks, BSA camps, etc. Will they be available if needed during the Camporee?
k) Does the Camp site you are looking at want the Camporee at their location? If they do not want a Camporee, but will allow it to get the income generated, the service will probably be poor to fair at best. The key is to find a good home for future growth.
Below is a spreadsheet listing the recommended items at a camp. Points are awarded based on what is available at a particular camp. Conduct the survey on available camp sites in your area to see how they rate.
Camp Rating Sheet for Camporees
WEBSITE:
A website is a great resource to communicate all relevant information for troops.
There are rules regarding websites because being a non profit organization, BSA for example, cannot have advertisements "popping up". Check the rules in your council or region. To use one of the free websites for the Camporee I named the website as my personal one "scouterdoug". If you go to the main page of this site, you will also see a comment that specifically states this site was developed and maintained by Scouting Volunteers.
I suggest you visit the Challenge Trophy Camporee website to see how we put our site together.
Team Work Principles # 4 “Wise Use of Resources” and #6 "Effective Communication"
FIRST AID and Health and Safety:
First aid is necessary. Check with your local district office or council to determine the requirements in your area. This function must be assigned to a certified person with the skills needed to ensure that the correct 1st aid supplies are on site and that the location(s) chosen are optimum for the needs of the attendees and staff. Resource personnel may include, 1st aid people, EMTs and /or Doctors.
Health and safety will include proper sanitation practices, a review of the events and related equipment, the correct number of toilet facilities (also check with the county rules), emergency evacuation plan, etc, etc. Note you need not know these personally, but please find some person or people who are qualified and capable of handling the role.
EVENTS:
A separate page is dedicated to this topic. The content includes dividing the events into the Event Areas, instructions for events, where you will find resources at the Camporee to run the events. Check it out. See below.
EQUIPMENT AND THE QUARTERMASTER:
The equipment needed will be available as per the budget. Note that the function is a shared resource with other team members.
Make your wish lists early and try to get donation of the supplies where possible. Help each other out.
The best resource is materials discarded by local factories. The materials may be a resource for making events. It takes a keep eye and some imagination to look at miscellaneous material and make an event out of it. See event page at this site for some ideas.
TRAINERS:
Trainers we use to teach the Staff Program have attended the BSA Train the Trainer program. This is not necessary, but strongly recommended.
YOUTH STAFF – Recruitment
Team Work Principle # 4 “Wise Use of Resources”
You will need a minimum of 2 boys per subcamp with at least one adult advisor. Note that this is a learning opportunity. The boys need not already know how to do the role. Training pre-camporee is required. The second year, promote some of the previous year’s leaders to be Youth Camporee Chiefs. So where can you find a large number of boy scouts to run a Camporee? I cannot answer that for your particular district or council, but I can tell you how we built the youth run Challenge Trophy Camporee from ~200 people to over 1500 in 4 years. Here what we recommend,
1) Find 4 to 6 troops with several older scouts and convince each troop to run a Subcamp and Event Area. You will need at least 2 boys on staff per subcamp. You can have 6 or more if they are available. That will provide you with the staff base.
2) You will need 1 to 2 adults from each troop that will be staff to be trained as advisors.
3) Find some adults who are not as active as they once were at the troop level. They will be great resources and can cover a Subcamp should a troop back out at the last second. It has never happened to me, but I believe a plan B should be ready just in case.
4) Be patient because it will not be easy to recruit troops. There will be time that you may think it is time to give up, but for some reason, troops always step forward in the end. Keep asking nicely and follow up. Note that you will have Plan B if necessary.
5) Other resources for recruitment: Venturers, O.A. Lodge, Adult Leader Associations or alumni, etc.
6) Promote the Staff recognition stuff: Staff service pins, Staff Camporee Caps, Staff patch, Camporee patch, Subcamp patch, optional Staff Necker (we sell for $5 each). These are included with the Staff fee, which is the same amount to attend the Camporee for participants. We make it a great deal for the kids & adults to be on staff.
Resource Info for Staff Recruitment:
History of the First 5 CTC Showing Growth Steps
Flow Chart Showing Staff Selection For the Camporee
Also, refer to the Staff training Page at this site
WEBSITE:
Team Work Principles # 4 “Wise Use of Resources” and #6 "Effective Communication"
BSA has rules that must be followed for their websites. See your Council's web manager for details.
To use a web site like the one we use for the Challenge Trophy Camporee, the web site is clearly identified as "Scouterdoug's" Web site, thus avoiding it being an official BSA sponsored site.
Web sites are a GREAT tool to communicate information. Troops can visit the site and see pictures, review information, download registration forms, etc. It is an excellent way to convince scouts to attend your camporee.
OTHER PAGES AT THIS SITE ARE…..
Thanks for visiting the Youth Run Camporee Resource Website
Scouterdoug
Email: scouterdoug@hotmail.com
